CONSTITUTION OF "THE MANITOBA GUN DOG ASSOCIATION INC."

 
 
Article I
Name

The name of the organization shall be "The Manitoba Gun Dog Association Inc."

Article II
Affiliation

The Association shall work in co-operation with the National Retriever Club of Canada and the Canadian Kennel Club, and may further affiliate itself with organizations devoted to the aims and objects of the Association, any such affiliation to be approved by the Association in a Standing Resolution to be attached to the by-laws hereunder.

Article III
Objects

The objects of the Association shall be:

1. To hold or arrange field trials and hunt tests, either formal or informal; matches; competitions and displays and to offer and grant to contribute towards the provision of prizes, awards and distinctions.
2. To advance the knowledge and practice of conservation by the breeding, training and the proper use of retrievers and other dog breeds approved eligible by Canadian Kennel Club.
3. To elevate the breed standards of all retrievers and other dog breeds approved eligible by Canadian Kennel Club.
4. To promote facilities for competition and recognition, and the encouragement to secure better man-dog-conservation understanding.
5. To promote social interaction between the members and their guests.
6. To acquire and dispose of lands, buildings, easements, or properties, real and personal, which may be requisite for the purpose of, or capable of being used in connection with any of the objects of the corporation.
7. To establish and maintain a clubhouse and grounds.
8. To acquire and dispose of equipment and provisions.
9. To operate on a non profit basis. Any resulting surplus shall not be used to the benefit of any member of the club.

Article IV
Area of Operation

The area of operation of the Association shall be in and throughout the entire Province of Manitoba as the members and members of the Executive shall see fit.

Article V
Repeal and Amendment of the Constitution

Section 1 - Amendments may be proposed:

1. By the Executive;
2. By a duly proposed and seconded motion from the floor at the Annual or Special General Meeting.

Section 2 - The Secretary shall forward a copy of all proposals to each member of the Association at least twenty (20) days prior to the Annual Meeting or Special General Meeting at which the proposals are to be considered.

Section 3 - Proposals as set out in Section 1 shall be voted upon at the next Annual or Special General Meeting, whichever shall occur first, after the twenty (20) days notice.

Section 4 - A two thirds majority of the votes cast shall be required to pass an amendment.

Section 5 - The Constitution, or any portion thereof, may be repealed by the same procedure as herein prescribed for the amendment of said Constitution.

Section 6 - Amended Constitutions will be submitted to the Canadian Kennel Club for their records.

 
 
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BY-LAWS OF "THE MANITOBA GUN DOG ASSOCIATION INC."

 
 
ARTICLE I
Membership

Section 1 - A member of the Association shall be anyone interested in the promotion of the work of the Association and whose application and or dues have been received and accepted.

Section 2 - In order to be eligible for membership in the Association a person must be at least eighteen (18) years of age at the date of making the application for membership.

The Executive of the Association shall have the power to accept or refuse an application for membership. Written notice, stating the reason for rejection, must be provided to applicants who are refused membership.

The Executive of the Association shall have the power to expel a member for just cause. Written notice must be provided to the member stating the reason for expulsion.

Acts such as theft from the Association, cruelty and abuse of dogs (animals), acts contrary to direction from the field trial / hunt test committee and expulsion from the Canadian Kennel Club are cause for rejecting an application for membership or expulsion from the Association.

In order for an application for membership to be validly constituted it shall be accompanied by the annual dues for that year.

Subject to the foregoing, membership in the Association shall be divided into six (6) classes:

1. Active member;
2. Active Spousal member;
3. Life member;
4. Associate member;
5. Honorary member;
6. Spousal member.

Section 3 - An active member is one whose application and dues have been received, accepted and who participates actively in the promotion, operation and endeavors of the Association. Active members may vote at meetings and hold office in the Association.

Section 4 - An active spousal member is one whose spouse is an Active or Life member; whose application and dues have been received, accepted and who participates actively in the promotion, operation and endeavors of the Association. Active Spousal members may vote at meetings and hold office in the Association.

Section 5 - Life member may be conferred by the Association with all the privileges of an Active member.

Section 6 - An Associate member is one whose application and dues have been received, accepted and is unable to participate in the operation, promotion and endeavors of the Association but who shall remain affiliated and receive regular communication in the form of a newsletter. Associate members may neither vote at meetings nor hold office in the Association.

Section 7 - Honorary member may be conferred by the Association. Honorary members may neither vote at meetings nor hold office in the Association.

Section 8 - A Spousal member is the husband, wife, partner or significant other of an Active or Life member. A Spousal member may participate actively in the promotion, operation and endeavors of the Association but does not vote at meetings or hold office in the association.

Section 9 - The membership year shall commence on the first day of November and shall conclude on the last day of October next following.

Section 10 - Memberships may be terminated as follows:

1. Resignation: Any member in good standing may resign from the Association upon providing written notice to the Secretary.
2. Lapsing: A membership will be considered as lapsed and automatically terminated if such member's dues remain unpaid after January 31st.
3. Expulsion: A membership may be terminated by expulsion as provided for in Article 1, Section 2 of the By-Laws.

 
ARTICLE II
Organization

Section 1 - The Executive of the Association shall be the following: The President, the first and second Vice-Presidents, The Past President, The Secretary, the Treasurer or a Secretary-Treasurer and the Directors. For the purpose of filing an annual return with the appropriate office of the Province of Manitoba,the Executive members will be listed as the "Annual Directors".

Section 2 - Directors of the Association shall be four (4) in number and each shall serve for a period of two (2) years. Two (2) Directors shall be retired each year (at the end of the two (2) year term) and two (2) shall be elected each year at the Annual General Meeting.

Section 3 - The Executive of the Association shall be elected at the Annual General Meeting by a majority vote of the members present and voting. They shall serve for a period of one year except as hereinbefore set out but shall be qualified for re-election.

Section 4 - The Executive shall manage all business and activities of the Association.

Section 5 - All Executive shall serve without remuneration, reside in the Province of Manitoba and be in good standing with the Canadian Kennel Club.

 
ARTICLE III
Duties and Powers of the Executive

Section 1 - The President shall:

1. preside at all meetings of the Association and of the Executive
2. by appointment, fill any vacancy that may occur among the elected officers or Committee Members of the Association during the interval between Annual Meetings;
3. be ex-officio member of all committees.

Section 2 - The First Vice-President shall:

1. in the absence of the President preside over the meetings of the Association and of the Executive;
2. be Chairperson of the Nominating Committee.

Section 3 - The Second Vice-President shall in the absence of the President and the First Vice-President assume the duties of the latter.

Section 4 - The Secretary shall:

1. keep the minutes of the Association and the Executive in books provided for that purpose;
2. see that all notices are duly given in accordance with the provisions of these by-laws or as required by law;
3. be custodian of the records of the Association;
4. keep a record of the names of the members guests and visitors in attendance at the meetings;
5. conduct all official correspondence of the Association and keep copies of same;
6. notify applicants of their election to membership and members of their election to office, or their appointment to Committees;
7. exhibit at all reasonable times the Association's records to any of the members of the Executive upon application during business hours at the place where such books and records are kept;
8. in general, perform all duties necessary or incidental to the office of Secretary and such other duties as may from time to time be assigned to the office by the Executive.

Section 5 - The Treasurer shall:

1. have charge and custody of and be responsible for, all funds and securities of the Association and deposit such funds in the name of the Association in such banks, trust companies or other depositories as shall be selected by the Executive;
2. exhibit at all reasonable times the books of accounts and records to any of the members of the Executive upon application during business hours at the place where such books and records are kept;
3. render a detailed report of the finances of the Association whenever called upon by the Executive or by the auditor of the Association and present an Annual Report to the Association at the Annual General Meeting;
4. receive and give receipts for money due to the Association from any source whatsoever;
5. in general, perform all duties necessary or incidental to the office of the Treasurer and such other duties as may from time to time be assigned by the Executive.

Section 6 - The Directors should reflect a balance of experienced and new Association members. In general they shall be used in such a way that their technical and past experience in Association, Field Trial and Hunt Test matters may be a value to the Executive and the Association.

 
ARTICLE IV
Committees

Section 1 - Special temporary Committees, Chairpeople and event Secretaries may be appointed by the Executive on an Annual basis.

Section 2 - Approximately sixty (60) days before the Annual General Meeting the President shall appoint three members (exclusive of the First Vice-President) to the nominating Committee. These members shall be named on the notice of the Annual General Meeting. They shall bring to the Annual General Meeting a slate of one nomination for each officer of the Association and two nominations for Director of the Association as hereinbefore set out. Notice of nominations shall be circulated to the general membership at least twenty days prior to the Annual General Meeting.

 
ARTICLE V
Elections

Section 1 - The Executive of the Association shall be elected at the Annual General Meeting.

Section 2 - The Nominating Committee shall present a slate of one nomination for each office and two for that of Directors. (Each nominee must have signified willingness to act before being nominated by the Committee.) Further nominations for each office and for Directors may be made from the floor, office for office after the preceding office has been voted upon. Each Officer and/or Director shall be elected by majority vote of the Active, Active Spousal and Life members present and voting.

Section 3 - A vote by a show of hands is called for on motions to close nominations from the floor.

Section 4 - Elections, if necessary, will be conducted by secret ballot. Ballots will be counted at the Annual General Meeting by three members in good standing, chosen in advance, who are neither members of the current Executive nor candidates on the ballot.

 
ARTICLE VI
Meetings

Section 1 - The Annual General Meeting of the Association shall be held in Winnipeg, Manitoba before the end of the first week of December in the current year.

Section 2 - Special General Meetings may be held from time to time at the call of the Executive or at the request of at least fifteen (15) Active, Active Spousal and/or Life members of the Association made in writing to the Secretary.

Section 3 - The Notice of the Annual General Meeting or of a Special General Meeting shall be given to all members in writing, by mail or E-mail to the address of each member, at least twenty (20) days prior to the meeting.

 
ARTICLE VII
Quorum

Twenty per cent of the Active, Active Spousal and Life members shall constitute a quorum for the Annual General or Special General Meetings. The quorum for a meeting of the Executive shall be six (6) and shall include the President or First Vice-President and either the Secretary or the Treasurer.

 
ARTICLE VIII

Order of Business for the Annual General Meeting

1. Reading of Minutes of last Annual Meeting;
2. Business arising from Minutes;
3. Report of the Executive (Secretary);
4. Report of the Treasurer;
5. Communication;
6. President's Address;
7. Report of the Nominating Committee (The Past President);
8. Election of Officers;
9. Unfinished Business;
10. New Business;
11. Adjournment.

 
ARTICLE IX
Financing, Banking and Auditing

Section 1 - The financial year of the Association shall commence on the first day of November and shall conclude on the last day of October next following.

Section 2 - An Annual audit of the books and accounts of the Association shall be made and a report thereon shall be made at the Annual General Meeting.

Section 3 - The annual dues as to each classification of membership shall be the amount specified and passed in the Resolutions at the Annual General Meeting.

Section 4 - The funds of the Association shall be placed in a branch in any Canadian Chartered Bank as designated by the Treasurer or Secretary-Treasurer of the Association.

Section 5 - The signing of all documents and in particular, without limiting the generality of the foregoing, all bills of exchange, cheques, documents, deeds and other papers required to be executed by the Association shall be signed by any two of the following officers:

1. The President;
2. The Secretary;
3. The Treasurer.

Section 6 - The Association will be dissolved if the Association has been inactive for three years or a two thirds majority of the votes cast at an Annual General Meeting or a Special General Meeting favour dissolution. Should the Association decide to dissolve the Associations's Executive will transfer all of the the assets to the National Retriever Club of Canada.

 

ARTICLE X
Borrowing

Section 1 - The Executive may from time to time:

1. Borrow money upon the credit of the Association;
2. Limit or increase the amount to be borrowed;
3. Issue bonds, debentures, debenture stock or other securities of the Association, and pledge or sell the same for such sums and at such prices as may be deemed expedient;
4. Hypothecate, mortgage or pledge the real or personal property of the Association, or both, to secure any such bonds, debentures, debenture stock or other securities and any money borrowed for the purposes of the Association.

Section 2 - The Executive may from time to time authorize a member or members of the Executive, Association, or other person or persons, to make arrangements with reference to the money borrowed or to be borrowed as aforesaid, and as to the terms and conditions of the loan thereof, and as to the securities to be given therefor, with power to modify such arrangements, terms and conditions for any moneys borrowed or remaining due by the Association, provided however that such arrangements are limited and are specifically described in advance in a resolution passed at a regular executive meeting attended by a quorum of executive members.

Section 3 - The Executive may from time to time authorize a member or members of the Executive, association, or other person or persons, to sign, execute, and give on behalf of the association, all documents, agreements and promises necessary or desirable for the purpose of borrowing, and to draw, make, accept, endorse, execute, and issue cheques, promissory notes, bills of exchange, bills of lading and other negotiable or transferable instruments, and all renewals and substitutions thereof, which so signed shall be binding upon the Association, provided however that the provisions thereof and the modifications thereto are described and do not exceed the amounts specified in the Executive resolution described in section 2.

Section 4 - The powers hereby conferred shall be deemed to be in supplement of and not in substitution for any power to borrow money for the purposes of the Association possessed by the Executive independently of a borrowing By-Law.

 
ARTICLE XI
Rules and Regulations

Section 1 - The Executive as hereinbefore set out, may from time to time make such rules and regulations, not inconsistent with these By-Laws, for the internal management of the Association and for such other purposes as the Executive may deem advisable.

 
ARTICLE XII
Procedure

Section 1 - All meetings of the Association and of its governing bodies and all other matters of practice and procedure not otherwise herein specified shall be governed by the Common-Law of Procedure of Canada as laid down and interpreted in Roberts Rules of Order (current edition) unless specifically suspended by the members at a General Meeting. The said Rules of Procedure to be incorporated and to be part of the By-Law provided same do not come in conflict with any provisions as hereinbefore set out.

 
ARTICLE XIII
Repeal and Amendments of By-Laws: Enacting New By-Laws

Section 1 - Amendments may be proposed:

1. By the Executive;
2. By a duly proposed and seconded motion from the floor of an Annual or Special General Meeting.

Section 2 - The Secretary shall forward a copy of all proposals to each member of the Association at least twenty (20) days prior to the Annual Meeting or Special General Meeting at which the proposals are to be considered.

Section 3 - Proposals as set out in Section 1 shall be voted upon at the next Annual or Special General Meeting, whichever shall occur first after the fourteen days' notice.

Section 4 - A two thirds majority of the votes cast shall be required to pass an amendment.

Section 5 - A By-Law may be repealed by the same procedure as isn herein prescribed for the amendment of a By-Law.

Section 6 - Approved By-Laws will be submitted to the Canadian Kennel Club for their records.

 

Dated at Winnipeg, Manitoba this 14th day of January 2004.

 
 
 
 
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THE MANITOBA GUN DOG ASSOCIATION INC. STANDING RESOLUTIONS

 
 
SR #1 (2005) BY-LAWS Article IV Section 1 Special Committees

The Judges Selection Committee shall be composed of the Past President, 1st Vice President and 2nd Vice President and should have next year's judges confirmed by September 30th.

 
SR #2 (2005) BY-LAWS Article IX Section 3 Annual Dues

Annual Dues shall be:
Active Member Active Member - paid prior to Jan 31 Active Spousal Member Active Spousal Member - paid prior to Jan 31 Life Member Associate Member Honorary Member Spousal Member	$60.00 $50.00 $40.00 $30.00 NIL $20.00 NIL NIL

New Members joining after August 31st will also be paid up for the membership year following.

A previous member whose membership has been lapsed for 5 years will be considered to be a new member.

 
SR #3 (2005) BY-LAWS Article XI Section 1 Rules & Regulations

The Grounds Use Policy dated May 26, 1999 ( see below ) provides guidance in determining when the grounds are available for use and who may use them. These policies are to be adhered to by all users.

 
SR #4 (2005) BY-LAWS Article XI Section 1 Rules & Regulations

The Shotgun Usage Policy dated September 17, 2003 ( see below ) provides guidance in determining when shotguns may be used on MGDA's grounds or during MGDA sponsored events; outlines the qualifications that gunners must have to use shotguns and the documentation that must be filed with the Manitoba Gun Dog Association Inc. prior to using shotguns.

 
 
Dated at Winnipeg, Manitoba this 23 day of November, 2005.  
 
 
 
 

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M.G.D.A's Grounds Use Policy Statement**

Use of grounds by other than the Association

 

1. Prior to February 28 of each year, the Executive Committee will determine the availability of the Association's grounds in the calendar year, for use by retriever clubs and associations, duly registered and in good standing with the Canadian Kennel Club for purposes of holding field trials, either formal or informal; hunt tests; matches; competitions; or displays.
    
   
2. If the Executive Committee determines that the Association's grounds will be made available, up to a maximum of 3 available dates (total 6 days) per calendar year for use by retriever clubs and associations, the Committee shall:
   1. ensure that the available dates are at least 7 days prior to a licensed field trial scheduled to be held in Manitoba;
   2. fix the annual grounds usage donation;
   3. determine such other conditions of use as it deems necessary.
    
   
3. The Executive Committee shall only consider those applications that are submitted in writing and accompanied by payment of the annual grounds usage donation.
    
   
4. The conditions of use, subject to additional conditions as established from time to time by the Executive Committee are as follows:
   1. the Association will not be held responsible and/or liable for any loss, injury or damages that may be incurred during the use of the Association's grounds;
   2. retriever clubs and associations will be required to provide a certificate of insurance sufficient to fully offset any losses, injury or damages incurred during the use of the Association's grounds;
   3. retriever clubs and associations are responsible for maintaining the grounds in the same condition as first use, which includes:
      1. immediate removal of all garbage and birds;
      2. returning all equipment (i.e. tables, barbeques etc.) to original locations;
      3. all gates, doors, shutters are to be closed;
      4. campfires only in designated areas;
      5. bathroom facilities are to be cleaned.
    
   
5. Retriever clubs and associations will have due regard for the Association's neighbours (i.e. no trespassing, littering, blocking roads, harassing livestock etc).

 
 
 

**Addenda

 
 
Terms of Reference:   At the May 2004 MGDA Executive meeting, there was considerable discussion with respect to developing a club grounds use policy, supplementing the policy passed in May of 1999 outlining use of the grounds by clubs. This discussion was motivated by requests from non-resident Field Trialers, Hunt Test Trialers, Professional Trainers and various clubs & associations to use the MGDA club grounds for training or event purposes. Inconsistent and ad hoc approval of these requests has the potential to create problems in the area of compensation for use, and availability of the grounds to club members. In addition the grounds are increasingly being used on a frequent basis by resident professional trainers earning an income thru training. Therefore, a more appropriate fee structure was required. Consequently the following policies have been developed for inclusion in the MGDA Club By-Laws:
 
(Note: Wherever "MGDA" appears throughout this document it shall be interpreted and read as "The Manitoba Gun Dog Association Inc.")  
 
 
CLUBS AND ASSOCIATIONS GROUNDS USE POLICY  
 
Definitions:
 

Clubs & Associations

Duly registered organizations holding valid insurance certificates.

Rates, Access & Liability

Notes: All rates and access are subject to conditions specified in this document, which may, from time to time, be changed at the discretion of the MGDA Executive Committee. Grounds Etiquette, Cleanliness & Housekeeping and Security Policy (posted on the MGDA website and on the MGDA Grounds Bulletin Board) apply to all Professional Trainers, Amateur Trainers and Clubs & Associations using the MGDA grounds.

Policy:

Clubs & Associations may apply to the MGDA Executive for use of the grounds for purposes of holding field trials, (formal or informal), hunt tests, matches, competitions or displays.

Applications must be in writing, and submitted to the MGDA Secretary at least 45 days prior to the date the event is to be held.

The Executive Committee shall consider the application determining whether the event is in keeping with the objectives of the club, whether it will conflict with other previously approved events and ensuring that the club or organization holding the event has met or will be able to meet the terms and conditions of use as established from time to time by the Executive Committee.

The Executive Committee, at its sole discretion, will set the fee for use of the grounds, facilities, camping rights and equipment use on an event by event basis.

The fee will normally be in the form of a donation and usually, but not limited to, the amount of $150.00.

The conditions of use, subject to additional conditions that may be established by the Executive Committee for a specific event are as follows:

1. The Manitoba Gun Dog Association will not assume or be held liable for any loss, injury or damages that may be incurred during the use of the MGDA grounds; or for any loss, injury or damages to any contestant, participant, event worker or their property during the course of any event or event setup.
2. Clubs and/or Associations will be required to provide a certificate of insurance in the amount of $2 million.
3. Clubs and/or Associations are responsible for maintaining the grounds in the same condition as first use and for following the published Policy for Grounds Etiquette, Cleanliness & Housekeeping and Security.
4. Clubs & Associations will be required to sign a copy of the Policy prior to holding the event.
5. Clubs and/or Associations using the grounds for a particular event will have due regard for the MGDA neighbours. (No trespassing, littering, blocking of roads, harassing livestock, trampling of fields, etc.)
6. Clubs and/or Associations are fully responsible for the safety of the contestants, participants, event workers etc.

 
DATED: May 2004  
 
 
 
MEMBERS, NON MEMBERS, PROFESSIONAL TRAINERS GROUNDS USE POLICY  
 
Definitions:
 

Professional Trainers	Are those individuals who earn their principal livelihood from training, handling or showing of dogs in the current and/or previous calendar year. Note: This excludes current and future life members of the MGDA
Amateur Trainers	Are those individuals who have not attempted to earn their principal livelihood from training, handling or showing of dogs in the current and/or previous calendar year.
Rates, Access & Liability	Notes: All rates and access are subject to conditions specified in this document, which may, from time to time, be changed at the discretion of the MGDA Executive Committee. The MGDA Executive Committee reserves the right to preclude any and all training on specific days for grounds maintenance or club sponsored events. The MGDA will not assume or be held liable for any loss, injury or damage to trainees' dogs or property during the course of training on the grounds. Professional trainers, Clubs & Associations must have a valid certificate of insurance sufficient to cover any liability for loss, injury or damage to hired throwers, trainees, trainees' dogs, or any property. (Suggested certificate value should be $2 million). All fees will be in the form of a cash donation to the MGDA equivalent to the rates and fees noted. Grounds Etiquette, Cleanliness & Housekeeping and Security Policy (posted on the MGDA website and on the MGDA Grounds Bulletin Board)apply to all Professional Trainers, Amateur Trainers and Clubs & Associations using the MGDA grounds.
	Professional Trainer: $600.00 per month, for a 4-day week, Monday thru Thursday. Daily rate is $75.00/day - $200.00/week, max 4-day week, Monday thru Thursday. Training must be completed by 4PM each day. First full month fee includes a regular membership. Trainer will be required to provide a certificate of insurance in the amount of $2 million. Application for grounds use, with copy of insurance certificate, must be submitted to the Secretary of the MGDA for Executive Committee approval. Training is not allowed on day preceding trial events. Does not include use of club equipment. Restricted to a maximum of 2 professional trainers concurrently. Trainers must comply with the Grounds Etiquette, Grounds Cleanliness/Housekeeping and Grounds Security policy posted on the MGDA website & on the MGDA Grounds Bulletin Board. Failure to comply may cause rights & privileges to be revoked.
	Amateur Trainer (Member/Non-member): Members may train on MGDA grounds free of charge. Non-Members (excluding Professional Trainers) may train on MGDA grounds free of charge provided they train with, or are supervised by a club member. Training is not allowed on the day preceding trial event. Trainers must comply with the Grounds Etiquette, Grounds Cleanliness/housekeeping and Grounds Security policy posted on the MGDA website & on the MGDA Grounds Bulletin Board. Failure to comply may cause rights and privileges to be revoked.

 
DATED: May 2004  
 
 
 
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M.G.D.A's Shotgun Usage Policy

General Information  

The Manitoba Gun Dog Association, hereafter referred to as the MGDA, owns and maintains a number of 12 gauge shotguns. In accordance with Canadian firearm regulations, they are stored in a locked metal gun locker.

These guns are kept as backup in the event that the "mock shotguns" currently utilized in Licensed Field Trials prove to be unsuitable for licensed trial use. The purpose of this policy is to define the conditions under which these guns may be used and by whom. The objective is to protect the MGDA from being put in a position of financial or legal liability; to ensure that these guns are safely used by qualified individuals; and that no violation of the Canadian firearms regulations takes place. For the purpose of this document, Licensed Hunt Tests and Licensed Field Trials are synonymous.

Copies of this policy are to be kept in the Gun Locker at all times and are to be provided to the Field Trial Secretary prior to all Licensed Trials held by the MGDA.

1. Decision Process to Use MGDA Shotguns
   1. The shotguns may be used only at Licensed Field Trials held by the MGDA.
   2. The decision to use the shotguns may only be made after all available alternatives to using them (ie. blank pistols) have been considered and found to be unworkable.
   3. The decision to use the shotguns may only be made for the following reasons:
      1. The mock shotguns have malfunctioned in such significant number that there are no spare units to replace the malfunctioned units and/or;
      2. Repair of the malfunctioned units are not possible on site or within a timeframe that would allow completion of the trial or;
      3. It has been determined that the mock units are malfunctioning due to excessively inclement weather conditions that are not forecast to improve.
   4. At least three members of the Field Trial Committee, including the Field Trial Chair, must be present as members of an ad hoc committee formed for the purpose of deciding whether or not to use the shotguns. The majority must agree that use of the shotguns is necessary due to the conditions as described in point three.
   5. If agreement is reached to use the shotguns, all members of the committee described in point four will sign the Agreement to Use MGDA Shotguns form ( attached as Exhibit "A" ).
   6. An adequate supply of copies of the Agreement to Use MGDA Shotguns form are to be kept in the gun locker at all times.
    
   
2. Qualifications of Persons Using MGDA Shotguns
   1. It will be the responsibility of the Field Trial Gun Captain to ensure that All persons using the MGDA shotguns at a trial sign the Gunners Acknowledgement of Possession of Valid FAC/FPC & Safe Gun Handling Proficiency form ( attached as Exhibit "B" ) stating that they know how to handle a firearm safely and that they possess a valid Firearm Acquisition Certificate (FAC) or Firearm Possession Certificate (FPC).
   2. Persons agreeing to use the shotguns will sign the Gunner's Acknowledgement form attached as Exhibit "B", stating they know how to handle a firearm safely and possess either a FAC or FPC.
   3. Shotguns are only to be supplied to each person after they have signed the form.
   4. The Gun Captain will collect all of the forms, sign where indicated and deliver them to the Field Trial Secretary for safekeeping.
   5. Adequate supplies of copies of the form attached as Exhibit "B" are to be kept in the gun locker at all times.
    
   
3. Access to the MGDA Gun Locker
   1. Access to the MGDA gun locker is only to occur following the process described in Section I or for the purposes of inventory control by either the club President, Treasurer or Equipment Manager.
   2. Only two keys are to exist for the gun locker and they are to be kept in the possession of the club Treasurer and President.
   3. For the purposes of Licensed Field Trials, one of the keys may be given to the Field Trial Chair prior to the trial in the event that the shotguns need to be used. It is to be returned immediately following the trial.

 
 
 

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Exhibit "A"

Agreement to Use MGDA Shotguns

We the undersigned, as members of an ad hoc committee formed for the purpose of determining if the use of the MGDA shotguns in lieu of the mock units is required for the purposes of a licensed field trial is warranted, have read and agree to the terms and conditions of the MGDA's Shotgun Usage Policy and further agree that the circumstances on the
 
_____________ day of __________________ in the year ___________________ are such that the use of shotguns is warranted and required in order to conduct the trial in a suitable manner.

 

Committee Member Name (print)	Committee Member Name (Sign)
______________________________	______________________________
______________________________	______________________________
______________________________	______________________________
______________________________	______________________________
______________________________	______________________________

 
 
 
 

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Exhibit "B"

Gunners Acknowledgement of Possession of Valid FAC/FPC & Safe Gun Handling Proficiency

This is to certify that I have agreed to act in the capacity of a gunner for a Licensed Field Trial held this day by the Manitoba Gun Dog Association and that I know how to handle a firearm safely and am in possession of a valid Firearm Acquisition Certificate or Firearm Possession Certificate.

Date:
________________________________
Name (Print)	Name (Sign)
________________________________________	________________________________________
Field Trial Gun Captain Name (Print)	Field Trial Gun Captain Name (Sign)
________________________________________	________________________________________

 
 
 
 
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M.G.D.A's ANNUAL TO DO LIST

 
 

• JANUARY
  • Executive Meeting
  • Set up Special temporary committees:
    

    Awards Nite; Equipment; Spring Field Trial; Fund Raiser; Business Directory; Game; Grey Cup; Grounds; Handlers Clinic; Hunt Tests; Informal Trials; Judges Clinic; Land Acquisition; Membership; Newsletter; Policies and Procedures; Publicity; Social Days; Spaniel Field Trials; Training Clinic; Training Classes; Web Site

  • Determine this year's events:

    Judges Clinic; Handlers Clinic; Rule Book Review; Social Days; Training Classes; Publicity (Advertising and Demonstrations such as RV Show, Fort Whyte, DU); Mentor Young Hunters

  • Update MGDA website (Event Schedule)
  • Set event fees
  • Update Members Information Binder
  • Send out Membership second notices
  • Newsletter
   
  
• FEBRUARY
  • Executive Meeting
  • Informals
  • Identify dates grounds can be available to other organizations and advise same
  • Set grounds use donation
   
  
• MARCH
  • Executive Meeting
  • Post Field Trial & Hunt Test info on Working Retriever Central & Premium Lists on NRCC
  • Informals
  • Newsletter
  • Send Membership List
  • Business Directory
  • Grounds Development Plan
   
  
• APRIL
  • Executive Meeting
  • Inspect buildings & equipment and open up
  • Informals
  • PRTA Application
   
  
• MAY
  • Executive Meeting
  • Select National Amateur & National Judges
  • Select NRCC Director & Delegate
  • Send donation to National Amateur committee
  • Newsletter
  • Grounds Maintenance
  • Send donation to Ray Taplin, Win-toba Kennels etc., re freezer and to landowners if required
   
  
• JUNE
  • Executive Meeting
  • Spring Field Trial
  • Spring Hunt Test
  • Update MGDA website - field trial / hunt test results
  • E-mail Field Trial / Hunt Test Results to NRCC & Working Retriever Central
  • Submit Field Trial / Hunt Test marked catalogue to NRCC statistician & Retriever Field Trial News
  • Submit Field Trial / Hunt Test documentation & payment to CKC
  • Submit Corporation Act and Payment
  • Submit National Amateur Judge to NRCC
  • Send donation to National Committee
  • Grounds Maintenance
   
  
• JULY
  • Pay taxes
  • Grey Cup tickets
  • Newsletter
  • Grounds Maintenance
   
  
• AUGUST
  • Submit National Judge, Director & Delegate to NRCC
  • Hunt Tests
  • Submit Hunt Test documentation & payment to CKC
  • Submit Hunt Test marked catalogue to NRCC statistician & Retriever Field Trial News
  • E-mail Hunt Test Results to: NRCC & Working Retriever Central
  • Update MGDA website (hunt test results)
  • Set up nominating committee (60 days before AGM)
  • Grounds Maintenance
   
  
• SEPTEMBER
  • Executive Meeting
  • Fall Field trial
  • Update MGDA website (field trial results)
  • E-mail Field Trial results to: NRCC & Working Retriever Central
  • Submit Field Trial marked catalogue to NRCC statistician & Retriever Field Trial News
  • Submit Field Trial documentation & payment to CKC
  • Select next year's Field Trial & Hunt Test judges
  • Newsletter
   
  
• OCTOBER
  • Executive Meeting
  • Annual Audit of books and accounts
  • Send Notice of Annual General Meeting 20 days prior to the meeting date along with a Membership form
  • Inspect buildings & equipment and close up
   
  
• NOVEMBER
  • Executive Meeting
  • Membership forms available at AGM & Awards Banquet
  • Annual General Meeting (after Oct 31, prior to Dec 7)
  • Awards Banquet and Fund Raiser
  • Pay CKC dues
  • Identify Field Trial / Hunt Test Chairs and Event Secretaries for next year
  • Submit Event Date Applications to CKC
  • Newsletter
   
  
• DECEMBER
  • Executive Meeting
  • Confirm banking arrangements
  • Advise bank of changed signing authorities
  • Update MGDA website (new Executive, current year's Membership Form, etc.)
  • Pay NRCC dues
  • Submit Field Trial & Hunt Test Judging Panel Applications to CKC

 
 
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VOLUNTEERING !

 

When asked, say "Yes!"  Or better yet, volunteer before being asked.

The Manitoba Gun Dog Association Inc. is owned and operated by its members.

Volunteering is a contribution of labour that gives a sense of satisfaction and provides an opportunity to influence and be a leader. As well volunteers have more opportunities to meet and get to know club mates, competitors and visitors.

Volunteers are needed to serve on the Executive, as Judges, and as organizers/workers on committees including the following:

• Awards Night Banquet
• Documents
  • New Members Information
  • Policy & Procedure Manual
  • Web Site
• Education
  • Handlers Clinic
  • Judges Clinic
  • Training Classes
  • Rule Book Reviews
• Events
  • Spring Trials/Tests
  • Hunt Tests
  • Fall Trials/Tests
• Fund Raising
  • Business Directory
  • Grey Cup
• Grounds
  • Development
  • Maintenance
• Informal Trials/Tests
• Membership
• Newsletter
• Publicity
  • Advertising
  • Demonstrations

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"WHERE DO YOU FIT IN?"

There are two kinds of members.

Some keep their organization strong
while others join just to belong.

Some volunteer and do their share
while others rest and never care.

On meeting days some always show
while some there are that never go.

Some always pay their dues ahead
some get behind for months instead.

Some do their best, some build, some make
some never do, just sit and take.

Some lag behind, just let things go
and never help their group grow.

Some drag, some pull, some don't, some do.
Consider, which of these are you?

 
 
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Duties of an Event Committee

 
 
Field Trial / Hunt Test Chair
Field Trial / Hunt Test Secretary
Chief Marshal
Stake Marshal
Gun Captain
Gunners
Game Captain
Grounds Captain
Entertainment Committee
 
 

DUTIES OF THE FIELD TRIAL / HUNT TEST CHAIR

 
*Refer to Retriever Field Trial and/or Hunt Test Rules and Regulations.
 
Before Event

1. Select a working committee: Event Secretary, Chief Marshal (who arranges for Stake Marshals), Game Captain, Grounds Captain, Gun Captain (who arranges for Gunners), and Entertainment Committee.
2. Instruct the working committee on the aspects of their responsibilities. See Field Trial and/or Hunt Test rules and regulations.
3. Hold planning and status meetings.
4. Arrange for:
   1. Judges accommodations
   2. Judges gifts
   3. Judges entertainment
   4. Transportation to and from Trial daily, arrange pick up of Out of town Judges (airport) if required and return assistance as required.
   5. Trophies & Ribbons
5. Ensure that the Event Committee knows and adheres to Retriever Field Trial and/or Hunt Test Rules and Regulations.
6. Prepare budget for the event and ensure that the committee adheres to it.
7. Discuss and co-ordinate landowners gift if required with Grounds Captain.
8. Arrange for the M.G.D.A. President to welcome trialers and thank Landowners.

 
During Event

1. Be available to all of the working committee to assist them in their tasks.
2. Wear a distinctive colored ribbon to indicate that you are the Event Chair.

 
After Event

1. Act as the Master of Ceremonies at Event grounds.
2. Act as the Master of Ceremonies at the Event Social.
3. Hold windup meeting.

 

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DUTIES OF THE FIELD TRIAL / HUNT TEST SECRETARY

 
*Refer to Retriever Field Trial and/or Hunt Test Rules and Regulations.
 
Before Event

1. Send CKC notice of Event date, Event Chair and Event Secretary unless completed by Club Secretary. The "Event Date Application" is to be submitted at least 180 days prior to the event.
2. Judges to be selected by Judges Selection Committee. Club Secretary to advise the Event Secretary of Judges Selected. The "Judging Panel Application" is to be submitted at least 120 days prior to the event.
3. Arrange for premium lists to be made up:
   1. Mail list to all potential competitors and club members. Also mail two copies of the premium list and entry form to the CKC shows and trials division, each of the Retriever Clubs holding events under these rules, all officiating Judges, the CKC Provincial Director, and the CKC Provincial Retriever Council Representative.
   2. Receive entries, correlate same.
   3. Arrange for draw night, at least one week prior to event date.
   4. Correlate advertising, draw names, and running order, event information for the Catalogues. (Due to the nature of this job it will be expected a committee will be set up to handle the printing, and assistance in the premium list mailing.) The Event Secretary is to co-ordinate this activity. (Not to be interpreted as to actually doing this work)
   5. Advise on premium list, the entry cost either Canadian or American, no exchange rates to be handled locally. Entries to be on time, phone for info only. Fee to accompany entry (unless other arrangements agreed upon).
4. Liaise with Club Treasurer to open a Bank Account for the event early enough to allow time to obtain cheques. The Club Treasurer must signing authority.
5. Request people involved in purchases to get receipts. Advise same people expense accounts must be in 10 days after the event (possible exceptions maybe granted).
6. Collect and deposit all monies owing as soon as possible.
7. Pay all bills as soon as possible.

 
During Event

1. Ensure Judges have signed Field Trial placings and/or Hunt Test qualifiers of running dogs, and send to CKC .
2. Collect and deposit all monies owing.
3. Pay all bills.

 
After Event

1. Pay all bills
2. CKC - forward marked catalogue, unmarked catalogue, Field Trial placings and/or Hunt Test qualifiers along with the appropriate recording & listing fees.
3. NRCC - forward marked catalogue, unmarked catalogue, Field Trial placings, national and national amateur qualifiers and/or Hunt Test qualifiers to Statistician Don Gillingham, 294 McKay Rd, Newport NS B0N 2A0.
4. Forward a marked catalogue to Retriever Field Trial News and Online
5. Close Bank Account.
6. Prepare financial statement of trial for club executive, and turn money over to club treasurer along with supporting bank records.
7. Email results to MGDA Webmaster for updating the MGDA website; secretary@nrcc-canada.com for updating the NRCC website; and retrievernews@mindspring.com for updating the Working Retriever Central website.

 

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DUTIES OF THE CHIEF MARSHAL

 
*Refer to Retriever Field Trial and/or Hunt Test Rules and Regulations.

**If anything is borrowed for use at the Event it should be recorded and returned to the owner after the Event. Advise Stake Marshals to do same, ie: running mats, spare gun, decoys, etc.**

Before Event

1. Select Marshals for each stake being run.
2. Instruct Stake Marshals in their working responsibilities; Advise Stake Marshals to have required equipment, pencils, clip board, blind marker or tape (orange).
3. If possible, be on hand the day the judges view the grounds to give advice and to ensure that the judges requirements regarding gunners, birds and equipment are known and relayed to the Stake Marshal (if not present), Gun Captain and Game Captain.

 
During Event

1. Visit each stake at least twice (land & water), to ensure that all stakes are running smoothly and have sufficient gunners, birds and equipment.
2. Assist Marshals as necessary.

 
After Event

1. Assists with clean up of Birds and Equipment.

 

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DUTIES OF THE STAKE MARSHAL

 
*Refer to Retriever Field Trial and/or Hunt Test Rules and Regulations.
 
Before Event

1. Arrange for your own assistant if required.
2. If possible, be on hand the day the Judges view the grounds. If not possible arrange to discuss with the person who does this task, so that information as to blinds, gunners and throwers, equipment needed can be quickly allocated the morning of the trial.
3. Ensure that the Gunners and anyone else who handles the blasters and/or guns are knowledgeable and practice blaster/gun safety.
4. Ensure that the Throwers are instructed on how to properly throw a bird.

 
During Event

1. Enforce CKC rules and Judges instructions.
2. Be on hand early in the morning so as to pass on the Judges' requirements to the Gun Captain and Game Captain.
3. Keep track of any borrowed items (decoys, running mats and spare guns) and return to owners at end of day. Also have on hand spare pencils, clipboard, orange tape, etc.
4. Marshal of each stake is responsible for Gunners and Throwers, equipment, Judges' needs, ie., lunches, refreshments, chairs, proper conduct of gallery and contestants. Have drinking water (cold) / Soda Pop (cold) for Judges and Throwers. The Event Chair should be brought in to resolve all disputes or irregularities.
5. At the end of the event, give the final results to the Event Secretary. Instruct the Gunners and Throwers to report to the Game and Gun Captains. Return all equipment, birds and pails to the event headquarters.
6. Ensure that general appearance of the grounds is left as found.
7. Place signage for the stake.
8. Responsible for traffic control at the stake.
9. Ensure programs are available at the stake.
10. Checks with the Event Secretary regarding scratches and informs the Judges.
11. Signals blind planter(s) each time the blind needs to be planted.
12. Arrange for Test and Bye Dogs as required as well as pickup dog if needed.
13. Line dogs up in running order.
14. Call dogs to line after Judges indicate they are ready.
15. Announce to Judges the number of the dog about to be tested.
16. Arrange for someone to take birds from Judges.
17. Obtain callbacks for the next series from the Judges, and announce them.
18. Co-ordinate move to each test site.
19. Gives special instructions to contestants if necessary and in accordance with the Judges' instructions including how long a dog which was picked up for retesting shall wait.
20. Supervise clean up at stake and return of birds and equipment.

 
After Event

1. General appearance of site is left better than found.
2. Assist with clean up of equipment and birds.

 

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DUTIES OF THE GUN CAPTAIN

 
*Refer to Retriever Field Trial and/or Hunt Test Rules and Regulations.
 
Before Event

1. Arrange for your own assistant if required.
2. Ensure the Gunners have a supply of cold drinks and water.
3. Advise the Marshal to have water or "wipes" available so they can wash their hands.
4. Arrange for gunners and throwers. Advise them to bring hats to protect them from the sun. Ensure that they have transportation to and from the trial grounds. Advise them to have proper clothing (rubber boots, rain gear, etc.) and food and drink if not being supplied. Supervise camping if necessary.
5. Arrange for blasters and extra propane and/or clean guns, poppers, and clean out rod for each gun station.
6. Arrange for the equipment: shovels, blinds, decoys, boats, paddles, anchors, scythe, axe, insect repellent, spray paint and/or ribbon, bird pails with lids, life jackets, float boards, judges chairs, white jackets for throwers, first aid kit, and line mat.
7. Ensure that Gunners and Throwers know how to do their job.
8. Ensure that Gunners are knowledgeable and practice blaster/gun safety.

 
During Event

1. Lunch breaks and job assignments to be co-ordinated with Judges and Marshal. However handled, make sure the throwers and gunners know in advance who to request this information from at their respective post.
2. Equipment is to be turned over to the Marshal. He is responsible for this equipment during the event and is expected to return it to the Gun Captain.

 
After Event

1. Supervise Gunners in clean up of equipment and birds at end of the trial.
2. Ensure gunners are paid (co-ordinate with Event Secretary).

 

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DUTIES OF THE GUNNERS

 
*Refer to Retriever Field Trial and/or Hunt Test Rules and Regulations.
 
Before Event

1. Obtain advice as to what to bring: food, clothing, gloves, cap, etc.

 
During Event

1. Gunners are to report to the Stake Marshall at least one-half hour prior to the start of the stake to receive instructions and assist with transporting equipment and stake setup. Advise them that if they do not understand any instruction, they should ask for clarification.
2. Gunners are to remain quiet at their stations and only volunteer information if:
   1. requested to do so by the judges
   2. they believe their bird to be drifting seriously or sunk
   3. the dog retrieves a bird other than the one thrown for it
   4. there is a significant change in the cover, which may not be apparent to the judges.
3. Shoot and throw the bird to the appropriate area only when instructed to do so by the judges.
4. Unless otherwise instructed, the gunners shall not move their position after the bird is down.
5. Practice blaster/gun safety.

 
After Event

1. Assist with clean up at the stake and at headquarters including assisting with the discarding of birds.

 

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DUTIES OF THE GAME CAPTAIN

 
*Refer to Retriever Field Trial and/or Hunt Test Rules and Regulations.
 
 
Before Event

1. Arrange for your own assistant if required.
2. Arrange for birds to be drawn from locker and prepared for current day's stakes.
3. Ensure that a sufficient quantity of active lime is on hand to dispose of the birds.

 
During Event

1. At least once during the day, check each stake re: bird supply and possible additional requirements due to break down of birds re: heat, water, etc.
2. Deliver the birds to the Marshals at each stake or at the event headquarters.
3. Arrange for bird pails with lids at each marking position, and 1 pail with lid for returned birds. Marshal is responsible for transportation for birds and pails to each stake.
4. At the end of each day salvage the reusable birds and dispose of the remainder.

 
After Event

1. At the end of the event the pails and the birds are to be returned to the Game Captain for disposal. The Gunners and Throwers will be expected to assist in this task. The Gun Captain and Game Captain will set up this arrangement.

 

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DUTIES OF THE GROUNDS CAPTAIN

 
*Refer to Retriever Field Trial and/or Hunt Test Rules and Regulations.
 
Before Event

1. Ensure grounds are available to hold the event, if needed, secure permission from owners of land to be used.
2. Be on hand to show Judges and Marshals assigned land to be used. If not possible arrange for a replacement.
3. Fill the water tank at Ray Taplin's and place in a convenient for the trailers to use.
4. Set up the generator and ensure that enough fuel is on hand for the event.
5. Secure and place proper direction signs to grounds.
6. Ensure the public washrooms at Event Headquarters are available, clean and contain required supplies.

 
During Event

1. Ensure the public washrooms are available, clean and contain required supplies.
2. Make sure Judges are using allocated land or water for their tests, if necessary co-ordinate changes as required.

 
After Event

1. Collect signs and return.
2. If gifts were given to landowners, submit receipts to the Event Secretary.
3. Remove all trash and garbage after completion of the trial and ensure grounds are in good condition.
4. Ensure gates were closed on all grounds used.
5. Ensure owners' land was left clean and that all gates were closed.

 

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DUTIES OF THE ENTERTAINMENT COMMITTEE

 
Before Event

1. Arrange tailgate party
2. Arrange Judges' lunches, refreshments and dinners if required.
3. Arrange Gunners' soft drinks.

 
During Event

1. Cater tailgate party
2. Prepare and deliver Judges' lunches, refreshments (cold), ice water and dinners if required.
3. Deliver Gunners' soft drinks (cold).
4. Have ice available.
5. Have garbage bags for soiled plates and cups.
6. Assist clean up of catering site.

 
After Event

1. Make garbage secure so as not to encourage predators into camp.

 
 
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Duties of the Club Equipment Manager

 
 
The Equipment Manager is responsible for:

1. Ensuring that the club's buildings and equipment are available and in good repair for use at events hosted by the MGDA and other approved clubs.
2. Maintaining an inventory list showing: item description, quantity, condition, original cost, current value and location.
3. Maintaining control of keys for the equipment trailers.
4. Liaising with the event Chair (Field Trials, Hunt Tests, Informal Trials/Tests, Demonstrations, Social Days, Work Parties etc).
5. Ensuring that equipment is returned after use, stored properly and that the storage trailers are properly organized.
6. Recommending equipment acquisition and disposal.
7. Arranging equipment repairs.
8. Presenting the equipment report at the Annual General Meeting

 
 
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